Create Funding Change Orders

Use the steps below when you want to create a change order for a funding.

• Required User Permissions:

  • 'Admin' level permissions on the project's Funding tool.

• Additional Information:

  • If the Change Events tool is active in Project Tools, you must complete the steps in Create a Change Event before the steps below.

• For companies using the ERP Integrations tool: Show/Hide

  • Not all ERP integrations support the sync of change orders. For those that do, additional requirements, limitations, and considerations vary depending on the ERP system your company's account is integrated with. See Things to Know About your ERP Integration for details.

• (Beta) Create Fundings

1. Navigate to the project's Funding tool.

2. Locate the funding to work with. Then click its Number link.

3. Click Create and choose the Create Funding CO option.
   

4. Complete the following fields:

   • Sign with DocuSign^©
     If the Procore + DocuSign^© integration is enabled, a checkmark appears by default. Clear the checkmark from the box if you do NOT want to collect signatures with DocuSign^©.

      Tip

     How do you collect signatures with DocuSign? After the data entry for the subcontract is complete, change its status to 'Approved' and click the Complete with DocuSign button. This launches the DocuSign® application. If you have not previously signed in, you will be prompted to Sign In to DocuSign®. After you are signed in, you can proceed with Prepare a DocuSign® Envelope for Signature.

   • Change Order #
     Accept the default contract number, enter a new number for this contract, or create a custom numbering scheme for this contract and future contracts.

      Notes

     • If you plan to create multiple change orders, Procore automatically assigns new numbers in sequential order. For example; 001, 002, 003, and so on.

     • To use a custom numbering scheme, enter any set of alphanumeric characters and Procore automatically assigns new numbers in sequential order using your custom scheme. For example, enter FCO-1, FCO-01, or FCO-001.

   • Date Created
     Shows the date and time the funding change order was created. You cannot change this date.

   • Revision
     Displays the funding change order's revision number. When a funding change order is first created, its revision number is zero (0). A funding change order could have multiple revisions because of feedback from a reviewer/approver.

   • Created By
     Displays the name of the user that created the funding change order. You cannot change this name.

   • Title
     Enter a title for the funding change order.

   • Status
     Select the current status of the funding change order. To learn more, see What are the default statuses for change orders in Procore?

   • Private
     Mark this checkbox if you want to make the funding change order 'Private' and visible only to users with 'Admin' on the Funding tool.

   • Due Date
     Select a due date for when the funding change order must be approved by.

   • Invoiced Date
     Select the date when the funding change order was invoiced.

   • Designated Reviewer
     Select the Procore project user at your organization who will be responsible for approving or rejecting this funding change order later.

      Important

     • The 'Designated Reviewer' can submit an approve or reject response when a change order is in these statuses:

       • Pending - In Review

       • Pending - Revised

     • To send an email notification to the 'Designated Reviewer' to notify that person that a change order is awaiting their response, you have these options:

       • You can forward the funding change order to the 'Designated Reviewer' by email. See Forward a Change Order to a Project User by Email.

       • The pending funding change order will also be listed in the 'My Open Items' area in the Project Home page.

     • After the 'Designated Reviewer' submits an approve or reject response, the 'Reviewer' field (directly below the 'Designated Reviewer' field) shows the date/time stamp of that person's response. The 'Reviewer' field is only visible to the 'Designated Reviewer.'

   • Paid Date
     Select the date that payment was received for the funding change order.

   • Description
     Enter a more detailed description of the funding change order.

   • Schedule Impact
     If this funding change order is expected to impact the construction project's schedule, enter the estimated number of additional days this would add to the schedule.

   • Revised Substantial Completion Date
     Enter an updated substantial completion date for the project.

      Note

     If the substantial completion date is enabled on the Funding tool, Procore updates the funding change order's 'Revised Substantial Completion Date' field after the funding change order is placed into the Approved status. See Configure Settings: Funding.

   • Executed
     Mark this checkbox after the funding change order is fully executed.

   • Change Order Requests
     If the Funding tool is configured for three (3)-tier change orders, select any change orders related to this funding change order from this drop-down list. See Configure the Number of Change Order Tiers for the Funding Tool.

   • Potential Change Orders
     If the Funding tool is configured for two (2)-tier change orders, select any potential change orders related to this funding change order from this drop-down list. See Configure the Number of Change Order Tiers for the Funding Tool.

5. Choose one (1) of these options:

   • To create the funding change order, click Create.
     OR

   • To create the funding change order and send email notifications, click Create & Email.

• Approve or Reject Change Orders